HomeMy WebLinkAboutORD 2019-002 ORDINANCE NO. 2019-002
AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS, AMENDING THE GRAPEVINE CODE
OF ORDINANCES BY ADDING SECTION 16-19,
ADOPTING THE YOUTH PROGRAMS STANDARDS OF
CARE, CITY OF GRAPEVINE, TEXAS; PROVIDING FOR
SEVERABILITY; AND PROVIDING AN EFFECTIVE DATE
WHEREAS, The City of Grapevine, Texas (the "City") administers day camps and
programs for children ages five to thirteen years old; and,
WHEREAS, as required by V.T.C.A. Human Resources Code § 42.041(b)(14) (the
"Code"), the City of Grapevine must meet day care licensing requirements for elementary
age children for all day camps administered by the City or apply for an exemption from
the Texas Department of Family and Protective Services; and,
WHEREAS, the City of Grapevine Youth Programs Standards of Care will provide
basic child care regulations for day camp activities operated by the Parks and Recreation
and other departments in accordance with the Code; and,
WHEREAS, as required by the Code, on February 5, 2019, the City Council of the
City held a public hearing at its regular meeting to gather input from citizens on the
proposed Youth Programs Standards of Care; and,
WHEREAS, the Youth Programs Standards of Care is attached hereto as Exhibit
"A" for all intents and purposes and shall be available on the City's website; and,
WHEREAS, all constitutional and statutory prerequisites for the approval of this
Resolution have been met, including but not limited to the Open Meetings Act and Chapter
211 of the Local Government Code; and
WHEREAS, the City Council deems the adoption of this ordinance to be in the best
interests of the health, safety, and welfare of the public.
NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY
OF GRAPEVINE, TEXAS:
Section 1. That all matters stated hereinabove are found to be true and correct
and are incorporated herein by reference as if copied in their entirety.
Section 2. That Section 16-19 of the City of Grapevine Code of Ordinances shall
be added to read as follows:
CITY OF GRAPEVINE
PARKS AND RECREATION DEPARTMENT
Youth Programs - Standards of Care
I. GENERAL INFORMATION/ADMINISTRATION
A. Organization:
Purpose: To provide basic childcare regulations for recreation activities
operated by the Grapevine Parks and Recreation Department. This
will allow the department to qualify as exempt from requirements of the
Texas Human Resource Code.
1. The governing body of the City of Grapevine Youth Programs is the
City of Grapevine's City Council.
2. Implementation: Program will be the responsibility of the Grapevine
Parks & Recreation Department, with the Recreation Supervisor and
Recreation Program Coordinator supervising the overall program and
administering the program on-site.
3. Programs: The Youth Programs Standards of Care will apply to all
elementary-age day camp and programs for children ages 5 — 13
years old.
4. Other: Each site will make available for the public and staff a current
copy of the Standards of Care. Parents of participants will be provided
an abbreviated copy of Standards of Care during the registration
process.
Program Sites:
• Botanical Garden/Bessie Mitchell 411 Ball Street
• Dove Park 1509 Hood Lane
• Grapevine Public Library 1201 Municipal Way
• Grapevine Golf Course 3800 Fairway Drive
• Lakeview Park 3850 Lakeview Drive
• Meadowmere Park 3000 Meadowmere Lane
• Oak Grove Park 2520 Oak Grove Loop South
• Parr Park 3010 Parr Lane
• Pickering Park 1901 Kimball Avenue
• Pleasant Glade Pool 1805 Hall Johnson Road
• Rockledge Park 3600 Pilot Point
• The REC of Grapevine 1175 Municipal Way
• Community Outreach Center 3010 Mustang Drive
• Oak Grove Softball Complex 2700 Dove Loop Road
Page 1 of 12
B. Implementation:
The Standards of Care Program will be the responsibility of the
Grapevine Parks and Recreation Department, with the Recreation
Program Coordinator overseeing the overall program and the daily
operations/administering the programs on site.
Regulations apply to these on-going programs:
- Summer Day Camp
- Winter Break Camp
- Spring Break Camp
- Youth Programs
- All Specialty Camps
C. Day Camp Objective
1. To provide youth with the opportunity to experience a variety of
recreational activities which include sports, games, arts & crafts,
education, drama, special events, field trips, etc.
2. To provide a pleasant and memorable experience in a fun
atmosphere.
3. To provide a safe environment; always promoting good health and
welfare for all.
4. To teach children how to spend their leisure time wisely, in an effort
to meet several needs; emotional, physical and social.
D. Exemption Status:
Once an exempt status is established, the Licensing Division will not
monitor the recreational program. The Licensing Division will be
responsible for investigating complaints of unlicensed child care and
for referring other complaints to the municipal authorities or, in the
case of abuse/neglect allegation, to the local authorities.
Exemption status covers ages 5 — 13. Exemption status does not
cover children under the age of 5 or over the age of 14.
Page 2 of 12
E. Standards of Care Review:
Standards will be reviewed annually and brought to the City Council for
approval after a public hearing is held to pass an ordinance regarding
section 42.04 1(b) (14) of the Texas Human Resources Code.
Childcare Licensing will not regulate these programs nor be involved in
any complaint investigation related to the program.
Any parent, visitor or staff may register a complaint by contacting The
REC Camp / Recreation Program Coordinator at 817 410-3454, The
Recreation Supervisor at 817 410-3468 or Recreation Manager at 817
410-3458.
II. STAFFING
A. Summer Camp / Recreation Coordinator:
The Recreation Coordinator directs and manages a staff of 10 — 16-
day camp counselors and supervises the activities of children in a day
camp environment.
1. Essential Job Functions:
a.) Direct and supervise all counselors including hiring and
training.
b.) Complete and submit proper records including camp
schedules, counselor work schedules, payroll,
accident/incident reports and attendance.
c.) Develop age appropriate camp curriculum (5-13 years) in
accordance with the philosophy of the program.
d.) Ensure staff is committed to following established guidelines,
procedures and policies.
e.) Maintain an orderly, clean and safe environment for the
children while promoting a non-competitive program directed
toward accentuating positive behaviors, physical development
and emotional growth.
f.) Develop and distribute a weekly schedule of activities.
g.) Complete facility reservations and transportation needs for all
camp activities.
h.) Schedule, confirm, obtain and distribute payment for all field
trips
i.) Maintain supplies, equipment and all necessary
documentation for the operation of the camp.
j.) Communicate to parents about camper's progress and
activities.
Page 3 of 12
k.) Conduct on-going program evaluations implementing
approved recommendations as needed.
I.) Provide reports to the Recreation Supervisor on a weekly
basis to monitor camp activities throughout the program.
2. Qualifications:
a.) Bachelor's Degree in Education or Recreation is preferred, but
not required.
b.) A minimum of three years of experience as a camp counselor
and/or educator.
c.) Requires a valid Texas driver's license with a good driving
record over the past three years.
d.) Must pass city criminal background check prior to hiring.
e.) Must pass pre-employment drug screen and/or physical.
f.) Must complete First Aid and CPR certification prior to camp.
3. Requirements of Work:
a.) Coordinator must complete the mandatory staff training
program of at least 20 hours, in addition to planning hours with
site staff prior to the start of camp. This training includes
departmental orientation, customer service, sexual harassment,
behavioral issues and discipline, training and examination
program on sexual abuse and molestation, as well as practical
skills on activities for children in games, songs and crafts.
b.) Ability to be physically active and involved with children all day.
c.) Ability to lift 50 pounds.
d.) Knowledge of child development and age appropriate activities.
e.) Advanced organizational and communication skills.
f.) Team leadership abilities.
g.) Varied experience in a variety of activities including, but not
limited to, sports, art, nature, drama and cooperative activities.
B. Day Camp/Recreation Counselor:
The Camp Counselor is responsible for direct leadership of youth ages
5 — 13 in a variety of activities including, but not limited to games,
sports, arts & crafts, schedules, activities, supplies and equipment,
and also responsible for cleanliness of the area used by camp
participants. The counselor positions are also responsible for
completing necessary forms relating to attendance, check-in/check-out
procedures, accidents and incidents.
1. Essential Job Functions:
Page 4 of 12
a.) Promote a non-competitive, positive, self-image enhancing
environment for each participant through the direction of non-
competitive, fun, varied and well organized activities.
b.) Directly lead activities using a method that will provide
opportunity for the involvement of all children on an equal level.
The Counselor prepares, in advance, direction for activities,
daily schedules and required equipment used during activities.
c.) Accompanies youth on all field trips.
d.) Exhibit enthusiasm for the activity to impart a feeling of
excitement to camp participants.
e.) Follow procedures for camper check in/check out. Reports
accidents/incidents, behavioral modifications and camp
schedules.
f.) Follow guidelines for safety and storage of equipment, including
inventory of supplies.
g.) Provide and adhere to established guidelines set forth for the
safety, behavior, communication and discipline of the camp
participants.
h.) Recognize and reward positive, improved and outstanding
behavior and/or accomplishments of camp participants.
2. Minimum Qualifications:
a.) Three months to a year of experience working with children in a
day camp setting depending on if applicant is applying as an
RCA I Camp Counselor or RCA II Camp Counselor.
b.) Minimum age of 16
c.) A valid Texas driver's license with good driving record.
d.) Must pass criminal background check prior to hiring.
e.) Must pass pre-employment drug screen and/or physical.
f.) Must complete First Aid and CPR certification prior to camp.
3. Other Requirements:
a.) Staff must complete the mandatory staff training program of at
least 10 hours, in addition to planning hours with Recreation
Program Coordinator prior to the start of camp. This training
includes departmental orientation, customer service, sexual
harassment training, behavioral issues and discipline, as well as
practical skills on activities for children in games, songs and
crafts.
b.) Staff must exhibit competency, good judgement and self-
control, throughout the duration of camp.
Page 5 of 12
c.) Staff should relate to children with courtesy, respect,
acceptance and patience.
d.) Staff must wear the proper uniform.
e.) Staff will be evaluated at least once during the summer prior to
the completion of camp. Evaluations will be reviewed with the
camp counselors to discuss any areas of improvement or
suggestions.
a. Criminal Background Checks:
Criminal background checks will be conducted on
prospective day camp employees. Applicants may be
disqualified if they have a job related criminal conviction. A
prospective employee will be subject to a pre-employment
drug test and/or physical prior to hiring.
4. Staffing Ratios:
The state required ratio for number of children (ages 5 — 13) may
not exceed 15:1 children to staff.
III. FACILITY STANDARDS
A. Emergency evacuation and relocation plans will be posted at each
facility.
B. Program employees will inspect sites frequently for any sanitation or
safety concerns. Those concerns should be passed on to the
Recreation Supervisor.
C. Each camp must have a fully stocked first aid kit. This shall be
checked and stocked on a weekly basis by the Recreation Program
Coordinator. It shall include bandages, first aid cream, rubber gloves,
Neosporin, alcohol wipes, hot/cold packs, gauze, tweezers and
scissors.
D. In a situation where evacuation is necessary, the first priority of staff is
to make sure all participants are in a safe location.
E. Program sites will be inspected annually by the Fire Marshal and must
comply with Fire Marshal's directives.
F. The recommended number of fire extinguishers shall be inspected
111 quarterly and available and "primed" for use.
Page 6 of 12
G. Fire drills should be conducted once a month during the summer
camp.
H. Medication will only be administered with written parental consent.
Prescription medications shall be left with staff in their original
container, labeled with the child's name, date, directions and
physician's name. Medication shall be dispensed only as stated on
the bottle, and not past the expiration date.
I. Non-prescription medicine with the child's name and date on the
medication may be brought if in the original container. Non-prescription
medication will only be administered with written parental consent.
J. Each indoor site shall have adequate indoor toilets and lavatories
located such that children can use them independently and program
staff can supervise as needed. There shall be one flush toilet per 30
children. Outdoor sites shall provide portable toilets based on number
of children attending each day. Sinks shall be provided based on one
sink per 30 children.
K. All participants must wear appropriate footwear daily. Sandals and flip
flops will be allowed only in swimming pool areas.
IV. SERVICE STANDARDS - Day Camp / Camp Counselors
This information will be provided to each staff as a part of the day camp
manual:
A. Camp staff shirts, shorts, and appropriate footwear are to be worn at
all times.
B. Camp participants and parents will be treated with respect at all times.
C. Camp staff will take it upon themselves to resolve complaints. If you
are unable to resolve the complaint on the spot, take the customer's
name and phone number, investigate complaint resolution and then
follow up with the customer.
D. Camp staff will keep parents continuously informed of camp activities.
A weekly schedule will be distributed the week prior to session and
extra copies will be kept with the sign in log daily.
E. Camp staff will note details of behavior of campers (accomplishments,
discipline problems, general activities, etc.) and update parents as
much as possible.
F. Camp staff will monitor the sign in/out log at all times.
Page 7 of 12
H. Camp staff shall clean rooms after each activity. Floors will be swept
or vacuumed, chairs stacked, mirrors cleaned, and supplies put away.
This is extremely important due to the fact that rooms are used
throughout the day by other groups.
I. Camp staff will dedicate their on-duty time to campers and/or parents
to ensure a meaningful and pleasant experience.
J. Prior to working with campers, camp staff will check all messages for
the day.
V. OPERATIONAL ISSUES
A. Emergency Phone numbers are kept at the front desk of the facilities,
as well as with the Day Camp Director on field trips. Those numbers
include fire, police, and ambulance services.
B. A Day Camp manual is given to every Day Camp Counselor, Day
Camp/Recreation Leader and Program Coordinator. The manual
addresses the following items:
1. Discipline Issues
2. City Rules and Regulations
3. Forms that must be filled out
4. Service Standards
5. Game/activity leadership
6. Ways to interact with children
7. Field Trips
Additional manuals will be located at each site for access by any staff
member.
C. Sign in/sign out sheets will be used every day. Only adults listed on
sign-in/out release will be allowed to pick up children. An authorized
person must enter the building, present appropriate identification and
sign the sheet in order for staff to release the child.
D. Emergency evacuation and relocation plans will be posted at each
facility.
Page 8 of 12
E. Parents will be notified regarding planned field trips and provided the
required release forms.
F. Enrollment information will be kept and maintained on each child and
shall include:
1. Child's name, birth date, home address, home telephone number,
physician's phone number and address and phone numbers where
parents may be reached during the day.
2. Name, driver's license number and telephone numbers of persons
to whom the child can be released.
3. Field trip release form as needed.
4. Liability waiver.
5. Parental consent to administer medication, medical information,
and release on participant.
G. Staff shall immediately notify the parent or other person authorized by
the parent when the child is injured or has been involved in any
situation that placed the child at risk.
H. Staff shall notify parents or authorized persons of children in the facility
when there is an outbreak of a communicable disease in the facility
that is required to be reported to the County Department of Health.
Staff must notify parents of children in a group when there is an
outbreak of lice or other infestation in the group.
I. Discipline:
1. Discipline and guidance of children must be consistent and based
on an understanding of individual needs and development.
2. There shall be no harsh, cruel, or unusual treatment.
a.) Children shall not be shaken, bit, hit, or have anything put in or
on their mouth as punishment.
b.) Children shall not be humiliated, yelled at or rejected.
c.) Children shall not be subjected to abusive or profane language.
d.) Punishment shall not be associated with food.
e.) Corporal punishment in any form will not be tolerated.
f.) Staff may use brief, supervised separation from the group if
necessary, but staff shall not place children in a locked room or
in a dark room with the door closed.
Page 9 of 12
3. Incident reports will be filled out on any disciplinary cases, and
information is to be shared with parents when picking up the child
or sooner, when extreme cases occur. Continued disciplinary
problems will result in the participant being asked to leave the
program.
4. Children who show patterns of endangerment to themselves, other
participants or staff will be asked to leave the program.
J. Illness or Injury
1. Parents shall be notified immediately in cases of illness or injury.
2. An ill child will not be allowed to participate if the child is suspected
of having a temperature and/or accompanied by behavior changes
or other signs or symptoms until medical evaluation indicates that
the child can be included in the activities. In the event that an
injury cannot be administered through basic first aid, staff will call
911.
3. When an injury occurs, an incident report shall be filled out
immediately. The form shall be filled out completely with the
original sent to the Recreation Supervisor's office and a copy kept
in the Day Camp files.
VI. GENERAL GUIDELINES FOR CHILDREN
As a part of the Day Camp Manual, staff will be given the following
information:
A. A child is not allowed to use the phone unless it is an emergency. In
this case, Day Camp staff should make the call for the child.
B. Children must stay off any elevated surfaces (tables, counter tops,
ping pong tables, etc.)
C. Children should walk in the building. Running is permitted only in
designated areas.
D. Bouncing and throwing balls is permitted only in the gym.
E. Active games using equipment that can cause damage to window,
shades, lights, and ceilings must be played only in the gym.
F. Children must respect staff and each other.
G. Children must wear shoes at all times.
Page 10 of 12
H. Children must be contained and not allowed to filter in with the general
public. You must know where each and every child is AT ALL TIMES.
VII. ACTIVITIES
A. Activities for each group will be planned according to the participant
age, interest and ability. The activities should be flexible and promote
social and educational advancement.
B. A weekly calendar of activities will be posted for parents the Friday
prior to that week of camp.
C. When taking field trips, staff will:
1. Count everyone before they leave the program site as well as prior
to leaving the field trip site.
2. Carry medical information on each child and necessary
medications with them on the trip.
3. Carry a first aid kit.
4. Carry a cellular phone for emergency use.
5. Ensure that participants are wearing a camp shirt and a City of
Grapevine wristband so that children are easily identified.
VIII. FIELD TRIPS
A. Ratio on field trips will be 10:1 per staff member.
B. Each staff member is given a list of campers. Staff is responsible for
the assigned list of campers for the duration of the trip.
C. A required face to name check will be done prior to leaving the
program site, upon arrival at the field trip site, upon leaving the field
trip site and upon arrival back at the program site.
D. A notebook with all important information for each camper will be
taken to each field trip.
IX. MONITORING AND ENFORCEMENT
Standards of care established by The REC of Grapevine will be monitored
and enforced by city departments responsible for their respective areas as
identified:
A. Health and safety standards will be monitored and enforced by the
City's Police, Fire, and Code Enforcement Departments.
Page 1 1 of 12
B. Staff and program issues will be monitored and enforced by the City of
Grapevine Parks and Recreation Department. The Recreation
Manager shall visit each site on a weekly basis for an informal
inspection of the programs. Recreation Supervisor and Recreation
Program Coordinator are responsible for informally checking the camp
activities on a daily basis. When this staff is not available, another full-
time staff person will be assigned for daily checks.
Page 12 of 12
"Sec. 16-19 Youth Programs Standards of Care"
The City Council of the City of Grapevine hereby adopted the City of Grapevine
Youth Programs Standards of Care for providing basic child care regulations for day camp
activities operated by the Parks and Recreation Department, as well as other
departments. As required by V.T.C.A. Human Resources Code § 42.041(b)(14), the
Standards adopted by this ordinance include staffing ratios, minimum staff qualifications;
minimum facility, health, and safety standards; and mechanisms for monitoring and
enforcing the adopted local standards. A substantial copy of the City of Grapevine Youth
Programs Standards of Care is attached hereto and incorporated herein for all intents
and purposes and shall be available on the City's website under the Parks and Recreation
subhead."
Section 3. That the above premises are found to be true and correct and are
incorporated into the body of this ordinance as if copied in their entirety.
Section 4. That the City of Grapevine is hereby directed to provide a copy of the
program standards, a notice of a public hearing, and a copy of the ordinance adopting the
standards to the Texas Department of Family and Protective Services.
Section 5. That if any portion, section or part of a section of this ordinance is
subsequently declared invalid, inoperative or void for any reason by a court of competent
jurisdiction, the remaining portions, sections or parts of sections of this ordinance shall be
and remain in full force and effect and shall not in any way be impaired or affected by
such decision, opinion or judgment.
Section 6. That the fact that the present ordinances and regulations of the City
of Grapevine, Texas, are inadequate to properly safeguard the health, safety, morals,
peace and general welfare of the inhabitants of the City of Grapevine, Texas, creates an
emergency for the immediate preservation of the public business, property, health, safety
and general welfare of the public which requires that this ordinance shall become effective
from and after the date of its final passage, and it is accordingly so ordained.
PASSED AND APPROVED BY THE CITY COUNCIL OF THE CITY OF
GRAPEVINE, TEXAS on this the 5th day of February, 2019.
APPROVED:
,RAP
0 ,-- ,`'ti
Alii , i '`\ .-4
William D. ate w 'x
Mayor `- ' `'
Ordinance No. 2019-002 2
ATTEST:
Tara Brooks
City Secretary
APPROVED AS TO FORM:
City Attorney
Ordinance No. 2019-002 3